Office Supervisor – Client Coordination & Commercial Follow-up

We are looking for a responsible and proactive Office Supervisor who can independently manage office follow-ups and ensure that important commercial and customer-related activities are completed on time.

The key responsibilities will include:

• Payment Follow-up: Regularly follow up with customers for outstanding payments and maintain a proper payment-pending list.
• GRN Follow-up: Coordinate with customers/buyers for timely issuance of Goods Receipt Note (GRN) after material delivery.
• PO / Order Amendment: Follow up with customers for pending PO amendments, corrections, quantity changes, delivery extensions and other order-related requirements.
• Pending Job Follow-up: Maintain a list of pending jobs, orders, documents and customer actions and regularly follow up until closure.
• Railway Officer Coordination: Communicate professionally with Railway officers, departments, procurement personnel, stores personnel and other client representatives.
• Customer Coordination: Regularly communicate with customers regarding order status, dispatch, inspection, documentation, payments and other pending matters.
• MIS & Lists: Prepare and maintain Excel-based lists for:
• Payment Pending
• GRN Pending
• PO Amendment Pending
• Order / Job Pending
• Follow-up Status
• Other important office activities
• Daily Follow-up Reporting: Keep management updated about important pending matters and follow-up status.
• Identify delays or bottlenecks and escalate important issues to management without waiting for instructions.
• Required SkillsExcellent knowledge of MS Excel and MS Word
• Should be able to independently create and maintain Excel trackers, lists and follow-up reports.
• Good English communication skills, both written and verbal.
• Good telephone and interpersonal communication skills.
• Ability to communicate confidently and professionally with Railway officers and corporate clients.
• Good follow-up ability and persistence.
• Strong organizational and record-keeping skills.
• Should be responsible, disciplined and capable of working independently.
• Basic understanding of Purchase Orders, Invoices, GRN, Delivery Challans and payment processes will be an advantage.
• Preferred CandidateExperience in office administration, commercial coordination, sales coordination, customer follow-up or industrial/manufacturing companies will be preferred.
• Experience dealing with Indian Railways / Railway vendors / Government departments will be a strong advantage.
• Candidate should be comfortable making frequent phone calls and following up until the matter is actually closed.

What We ExpectThis is a follow-up-intensive position. We are looking for someone who does not merely maintain files, but actively tracks every pending matter and ensures that it moves towards completion.

“If something is pending, you should know why it is pending, whom to contact, when to follow up next, and when to escalate it.”